Maintenance Of Machines And Office Equipment

Table Of Contents

  • Types Of Maintenance System
  • Methods Of Caring For Office Machines

Types Of Maintenance System
There are three types of maintenance system: Preventive or Planned maintenance, breakdown maintenance, and predictive maintenance.
1. Preventive/Planned Maintenance takes the form of inspection, repairs, tests, replacement maintenance carried out on the machine at regular intervals to prevent breakdown. This enables planning of maintenance routine based on accurate record such as accurate log book.
2. Breakdown Maintenance occurs at the point of the machine breakdown. The machine breaks down first it is repaired, the breakdown may occur by accident or suddenly.
3. Predictive Maintenance allows the technician to forecast the maintenance of the machine based on his experience and knowledge of machine performance.
Maintenance of office machines can be organized in two forms:
i. In-house maintenance unit: where maintenance is undertaken by maintenance personnel trained on the handling and servicing of the particular machine or machines. An example is the maintenance unit of the Officer Technology and Management Department.
ii. Hiring or contracting out maintenance services to an external firm. In that case routine checks or maintenance are carried out at regular intervals monthly or quarterly or as the need arises i.e. breakdown maintenance.
Maintenance services can also be on sale and service basis. That is where the company that sells the machine undertakes service maintenance of the machine.
Apart from the ones mentioned above, strict observance of the principles of handling the respective office machine would go along way to ensuring that the service life span of the machines is extended.
Methods Of Caring For Office Machines
Each machine and equipment as listed previously has specific method of caring for it. A general rule for the caring of most of the machines will include the following:
1. Proper covering of machine after use e.g. typewriter. This is to avoid dust falling into the machine.
2. Lock-up security for unused machines and equipment. This is to avoid loss or undue interference.
3. Regular servicing of machine and equipment in order to ensure proper maintenance culture to prolong the life of the machine and its efficient performance.
4. Daily dusting of machines in use. This is to ensure cleanliness.
The Following Handling Rules Apply
1. Typewriter (Electric And Manual)
i. Dust regularly.
ii. Brush the types face and basket every morning.
iii. Cover always when not in use at close of work.
iv. Do not expose to hot radiator.
v. Attend promptly to any fault discovered. Long stay of fault may damage other parts.
vi. Use backing sheet when typing to protect the platen. Avoid striking the key on bare platen to avoid damage.
2. Caring For Duplicating Machine
i. Cover when not in use.
ii. Dust regularly, paying special attention to the pressure roller and drum.
iii. Switch off electricity and remove plugs before cleaning and when machine is not being used.
iv. Remove staples or clips on master before placing them on the roller as they damage the machine.
3. Caring For Dictating Machine
i. Remove plug from electric switch after use.
ii. Cover after use.
iii. Clean play-head weekly for sharper recording.
iv. Report faults observed promptly.
4. Caring For Calculating Machine
It has to be handled like the typewriter and prevented from exposure to water.
5. Caring For Photocopying Machine
i. Heating, Lever Plates And Ink: Before use, it has to be put on for sometime and allowed to heat. Those with lever plates should be properly placed or the papers will go the wrong way and could damage the machine. Ink should also be put to ink level.
ii. The Developer And Toner: The developer and toner should be checked from time to time so as not to operate below level as this will affect the machine and its production.
iii. Proper Jam: Operation should cease once paper gets stuck in the machine until the paper is removed, if not it will cut the corona wire, thus, resulting in the failure of the machine to work.
6. Ways Of Taking Care Of Computer Machine
i. Dust free, provide dust cover, install air-conditioner, clean floppy disk drive regularly.
ii. Maintain Moderate Temperature: Keep in cool environment preferably air-conditioned room.
iii. Handling: Computer should be handled by experts who are knowledgeable.
iv. Power Supply: Use stabilizer to ensure regular power supply to avoid damage to the system resulting from power fluctuations.
v. Switch off when not in use/shutting down of the machine after use.
vi. Scan diskette for virus before using computer.
vii. Avoid indiscriminate use of diskette.
viii. Provide lock and security to prevent lose and undue interference.
ix. Report any fault immediately to the computer technician. Do not manage faulty computer.
x. Use password to lock up the computer system by disengaging, so that an outsider will not be able to access by opening the system.
7. Caring For Tape Recorder
Routine Check: It has to be switched off when there is power failure as immediate supply of power can blow the motor. There should be regular cleaning of the tape head with recommended head cleaner.